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Media Services

Web page for the media center

Usage Policies

Usage Policy

Due to limited resources, request for classroom use and faculty/staff equipment loans have first priority. For planning purposes, all requests should be made at least one week in advance. Multiple media needs for any major event should be made two or more weeks in advance. And there must be a commitment (by campus organizations) to take full responsibility for the safe operation, storage, and security of equipment belonging to Media Services.

Student organizations requesting multi-media equipment for a program or event must follow the guidelines listed in our Media Services Policy for Multi-media Equipment Request by Student Organizations. The guidelines includes having an advisor, faculty, or staff member contact Media Services to verify that a student or organization is using equipment for an event before a request is met.  A copy of the policies is given to the Office of Campus Involvement to distribute to the clubs and organizations on campus.

A list of available materials and equipment is on the Classroom or Event Spaces and Materials page

Media Services does not have the equipment, staff, or other capabilities necessary for music concerts, dances, and events using a DJ. Some sound request can be met through the campus organization H-Tech, which can be contacted through the Office of Campus Involvement.

Any department requesting equipment for an event must take full responsibility for any equipment that is left on-site overnight.

Finally, for events with early morning starts, the Media Services Department will need to do the setup the evening (or day) before.

It is advised that no evening events are scheduled in the assigned room prior to the morning event. This especially pertains to events held in the Kennedy Center Ballroom and in Dix. Media Services hours of operation are usual business hours, and our student staff work schedule are set for each semester, which leaves little flexibility to do early morning setups.


Media Copyright Concerns

Some General Guidelines for AV Materials 

  • Music may be in the public domain, but the performance and arrangement can be copyrighted
  • Synch rights must be obtained for background music
  • No admission may be charged in a school setting (band concerts). Performance may be fair use, but a copy of the actual print music must be legally obtained for each student and participant.
  • There may be several copyright holders, i.e. on music you may have a composer, performer, producer, arranger, publisher, record label, etc.
  • Extracurricular activities and entertainment purposes do not fall under Fair Use.
  • You cannot convert an AV work to another format except under certain conditions when the hardware is obsolete or an analog work is not available in digital format.

Off-air Video Taping

  • Tapes must be destroyed within 45 days unless permission is obtained
  • Only nonprofit educational institutions may use them
  • Only programs transmitted for reception by the general public without charge may be used (no pay channels or satellite transmissions)
  • May not be done regularly and may not be altered

Multi-media Equipment Request Policies for Student Organizations

The following procedures are for Student Organizations and Clubs requesting multi-media equipment from the Media Services Department

  1. Because Media Services equipment is used primarily for academic purposes, classes have first priority.
  2. All requests should be made at least one week in advance. The Media Services cannot guarantee equipment for last minute requests.
  3. While most requests are scheduled through the Office of Special Events, a request (or consultation) for media equipment can be made through Media Services as well. In these cases, you need to inform Special Events of the request, either while scheduling your event, or after you contacted Media Services. 
  4. When contacting the Media Services, be prepared to give the following information:
    1. Name, date, and time of event.
    2. Equipment requested for event. If you are not sure what equipment is needed for your event, let us know what you need to do. We will inform you if we can fulfill the requirements necessary.
    3. On the day of event, will you pickup the equipment, or have Media Services do the setup.
    4. Who will take full responsibility for equipment? This will require an advisor, faculty, or staff member to contact Media Services to verify that the student or organization is using equipment for an event. An Equipment Loan Form must be signed at the time the equipment is picked up, or (in some cases) when Media Services delivers it.
    5. In situations when Media Services cannot pickup equipment until the following day, will the equipment be secured overnight, or taken to a secure location?
  5. Only advisors, faculty, or staff can reserve high demand equipment (i.e., laptop computers, LCD projectors, camcorders) from Media Services. You can pickup the equipment once verification is given.
  6. With few exceptions, student organizations are prohibited from taking multi-media equipment off-campus.

The Media Services Department is located in the lower level of the Library. You can contact our Help Desk at (330) 569-5360, or at